Administrative Assistant III

Classification & Regular Hours

Hours per Week: 35

Salary Level: M

About Western

Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

About Us

Ivey's Career Management team's value-added approach focuses on helping corporations navigate through the university environment and build their brand on campus and within the Ivey community. Career Management facilitates access to students and the alumni network to help our corporate partners fill vacancies, ideally with Ivey talent. Our team also prepares students for these opportunities in the marketplace, and we are integrated into the academic programs. We work directly with several stakeholders: (MBA/MSc/HBA) applicants, students, alumni, talent professionals within organizations, other external facing teams at Ivey and faculty.

Responsibilities

The Administrative Assistant (Student Services Coordinator) supports various administrative tasks, which allows for the smooth and effective operations of Ivey Business School’s Career Management (CM) team. This role serves as a resource and first point of contact for alumni, recruiters, parents, visitors, students, faculty and staff, answering, troubleshooting or re-directing inquiries as appropriate, to ensure that all visitors to the student services area are assured a professional and world-class experience. As a first point of contact for these stakeholders, this role can affirm Ivey as the school of choice for high-caliber applicants and upholds CM”s service-oriented approach to all stakeholders. The Administrative Assistant also supports select administrative and coordination duties associated with the Student Coaching team, to help ensure that the programming and activities offered are handled efficiently and accurately.

Qualifications

Education:

• 2 year community college diploma from a recognized community college

Experience:

• 3 years of administrative experience supporting a team and providing customer service in a professional and external client-facing environment

Knowledge, Skills & Abilities:

• Proven track record providing excellent customer service in a professional services environment with a warm, energetic and friendly approach and excellent telephone manner
• Demonstrated ability to multi-task and to work effectively and accurately in an interruptive environment
• Professional presence and manner to deal with demanding multi-stakeholders and customers
• Proven ability to successfully manage projects independently with strong planning and problem-solving skills and an ability to organize own work effectively and meet demanding deadlines
• Mature judgment to identify problems and know when to refer to a Manager for resolution
• Excellent oral and written communication skills with the ability to diffuse emotional situations
• Exceptional interpersonal skills and the ability to work under pressure while remaining calm
• Ability to work independently and effectively as a member of the team to achieve department goals
• Comfortable setting expectations with others and doing required follow-up
• Committed to consistency in service delivery and adhering to office standards and policies
• Strong attention to detail and proofreading abilities with an excellent command of the English language
• Familiarity with confidentiality and privacy legislation (FIPPA) with the competency to maintain confidentiality and treat sensitive information with discretion
• Ability to suggest continuous improvements by seeking efficiency and suggesting enhancements to the client experience
• Knowledge of Ivey Business School programs and services preferred
• Intermediate proficiency required in Microsoft Office and a familiarity with software applications used by Western and Ivey Business School (e.g. 12Twenty, Canvas, PeopleSoft Financials for expense reports)

Union Statement

Western welcomes applications from all qualified individuals; however, it is the university's policy to give first consideration to all qualified UWOSA applicants.

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone 519-661-2194.

Please Note:

This position is an existing vacancy. This position is fully in-person, on-site. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.